ELC TRAINING

1. ELC TRAINING August/September 2012 ELC Training -

2. Agenda • Overview • 2012 ELC Prerequisites • CSIS ELC Process Flow • Summary of Changes • Data Population Key Points • Review ELC DSR • SRRTS Functionality • Student Roster and Transcript Reports • ELC Milestones Calendar • Things to Remember and Steps to Take Next ELC Training - 2

3. Overview • Eligibility In the Local Context (ELC) automates the task of transmitting the top 15.0% of 11th grade student records to the University of California – Office of the President (UCOP) • Top 9% of students in each California high school class will be designated UC-eligible. ELC Training - 3

4. ELC Prerequisites • Qualifying Participants • LEAs with 11th grade who participated in ELC by sending paper transcripts to UCOP • LEAs who can produce FCMAT/CSIS supported extracts • Other • Established LEA procedure for obtaining parental permission • Data submission coordination within district to avoid paper submission if using ELC • No Term Type change in the last 3 years (quarter to semester or vice versa) • CSIS will only accept submissions from schools with only single academic programs ELC Training - 4

5. FCMAT/CSIS ELC Process Flow ELC Training - 5

6. Submission Key Points • Data Dictionary 13.x and School Year 12/13 will be used • UCOP expects both non-A-G as well as A-G course to be sent. UCOP will contact LEA’s if non-A-G courses are missing. • Contact names (First and Last) must be entered correctly WITHOUT title or suffix • GPA Course Type and GPA Weight Type selection in DataGate Import GUI must match values sent in COUR records • Schools that use block scheduling for any of their courses need to be aware of an important restriction in the way their data can be submitted • For the ELC submission, there is a limit on the number of Carnegie units that can be submitted for a course (See ELC DSR) ELC Training - 6

7. Data Population Key Points • LEA extract should include top 15.0% of 11th grade class ONLY • Server-side DataGate validations • Critical for LEAs to scrutinize DataGate Student Roster and Transcript reports for accuracy • All warnings should be thoroughly reviewed • Transaction will fail if error is reported on server-side ELC Training - 7

8. Data Population Key Points (Continued…) • Utilize Transcript Notes or School Name fields to submit school information which may benefit students • Spot check that Credits Attempteddivided by One Year Course Units is valid as follows: • 1.0 for Full Year term type • 0.5 for Semester term type • 0.33 for Trimester term type • 0.25 for Quarter term type ELC Training - 8

9. Data Elements Changes • Changes to Existing Data Elements: • Expected High School Graduation Date (05.23) – Date must fall between 7/2012 and 6/2013 • Eligibility in the Local Context (ELC) Candidate (08.19) - Element must be sent with a value of "1" and blanks will not be allowed. ELC Training - 9

10. FCMAT/CSIS ELC 2011 Data Submission Requirements • Explains specific data population rules and data relationships that should be adhered to in order to avoid CSIS errors and ensure accurate reporting. Review DSR ELC Training - 10

11. DataGate Data Processing Key Points • Multiple transactions are allowed in DataGate • Only one transaction per school should be certified. • All transactions created should be used • If you wish to abandona transaction then you must notify FCMAT/CSIS • Abandoned transactions not cleared or re-used could cause duplicate record warnings • User must enter transmittal screen settings for each transaction • Review all student transcripts before certifying ELC Training - 11

12. DataGate Data Processing Key Points • DP Certification triggers data to be sent to UCOP • Once data is certified and transmitted to UCOP, corrections cannot be made to the school/students via FCMAT/CSIS • The UCOP acceptance process has begun • If you need to make changes to transmitted data or if discrepancies discovered, contact UCOP • Superintendent Certification/De-Certification NOT required for transmittal to UCOP ELC Training - 12

13. Notable Errors • Warning 9033 Aggregate Error ELC-07 • Course Term does not match with the Credits Attempted and One Year Course Units • Error Code 9045 • GPA Weight Type or GPA Course Type for student does not match Transmittal Elements • Warning 9047, Agg Errors ELC-04, 05, 06 • There is a mismatch between the Course Term in the COUR AC TA record and Course Term Type codes associated with the Session Type • Error Code 9063, 9064 and 9065 • Related to Institution Sequence number ELC Training - 13

14. Referential Integrity Errors • Referential Integrity (RI) errors are detected during server processing and occur when a parent record is missing (e.g. COUR AC TA but no COUR IN NULL) • Transaction will FAIL if RI Errors are detected • RI Errors appear in the All Files Error Report ELC Training - 14

15. DataGate Application Launch TestGate for Live DataGate Demo ELC Training - 15

16. ELC Function Process Steps • Import SIS extract files • Validate imported data files • Correct errors in DataGate • Send data to server for additional data validation • ViewStatus of transaction and reports • Retrievetab delimiteddata file for analysis • Certify data for submission to UCOP ELC Training - 16

17. SRRTS Main Login Screen ELC Training - 17

18. Alter entries as needed for each new set of school data or new ELC transaction. Import Transmittal Panel * Indicates Required fields ELC Training - 18

19. Enter Transaction related helpful info, max 80 characters Enter mm for years 11-12, 10-11, and 09-10 respectively Import Transmittal Panel Continued ELC Training - 19

20. These fields must match elements in COUR record Term Type must be same for last 3 years Import Transmittal Panel Continued ELC Training - 20

21. ELC Import Files • Up to six files may be imported for ELC, distinguished by file type • Required: • DEMO: Student demographics • ENRA: Student enrollment at schools • COUR: Student Course information • INST: Institution information by district and schools, includes schools that have eligible ELC candidates enrolled in. • Optional: • PARG: Parent Guardian Communication • ASSM: Student Test Results ELC Training - 21

22. Record Type Record Sub-Type File Type Sample Extract • Sample COURSE file with multiple record type/sub-types. • COUR File: • COUR IN NULL – Institution information where the course was taken • COUR AC TA – Detail course information such as course title, final grade etc • COUR IN GP – GPA and class ranking information ELC Training - 22

23. Remember to return to Transmittal Panel to enter school specific data Import Files Panel Re-Import Mode skips Transmittal Panel ELC Training - 23

24. Use to reference SIS Error Identification Import Error Report - Sample Report Header Report Summary ELC Training - 24

25. Select Transaction Observe status Select Files – all, some or one When done, view reports Validate Validation Panel ELC Training - 25

26. Validation Error Report - Sample Report Header Error Summary Error Detail Report Summary ELC Training - 26

27. Select Transaction Select validated files to send Click Send button Send Panel ELC Training - 27

28. Click on View Transaction Reports… View Status Make desired selection and click on View… ELC Training - 28

29. Report Header School Info. Regular Program Student Roster Report ELC Training - 29

30. Select School Click on Generate Student Transcript Click on Open or Save ELC Training - 30

31. Assessment Info Student Demo Course Legend Course Info Student Transcript ELC Training - 31

32. LEA DP Certify 1. Select Print to view entire data report 2. Select Certify if data is ready for UCOP submit Certify history shown here ELC Training - 32

33. 1. Select Desired Transaction(s) 2. Select Download Retrieve Panel • File available for local use and analysis. Data can be imported into Excel for analysis. ELC Training - 33

34. Known Issues for 2012 • All transactions in Datagate must be used • Abandoned transactions would produce many duplicate SSID warnings ELC Training - 34

35. ELC Milestone Calendar • ELC Submission Window (DataGate) • Start Date – July 2, 2012 • End Date – September 28, 2012 ELC Training - 35

36. ELC Documentation • ELC User Guide • Explains the background and objective of ELC Submission • Help new users become familiar with DataGate ELC functions • Reference source for experienced users with questions on ELC functions • Error Chart • Input Validation Errors and Resolutions • Post Aggregate Errors and Resolutions ELC Training - 36

37. Things to Remember • Student Transcripts are viewable on View Status tab. • Majority of edits happen on client side. • Review BOTH All Files Error and Warning Reports. • Both Primary and Alternate contact info is REQUIRED. • Data Processor Certification is REQUIRED. • Contact UCOP to change data that has already been Certified. ELC Training - 37

38. Steps to Take Next • Assess accuracy and completeness of SIS • Enter or correct data values to ensure that top students are pulled in the extract • Ensure that paper transcripts are NOT submitted • LEAs submitting ELC electronically should take UCOP survey at: • https://www.ucelc.org/upload ELC Training - 38

39. Where to Get More Information • Contact FCMAT/CSIS Support at: • Phone: (916) 325-9210 • Email: support@csis.k12.ca.us • http://www.csis.k12.ca.us/support/ContactSupport/ • FCMAT/CSIS Website – Support • http://www.csis.k12.ca.us/rt/default.asp • UCOP • http://www.ucop.edu/sas/elc • Phone: (800) 839-8507 • Email:elc@ucop.edu ELC Training - 39

40. Q & A ELC Training - 40